Administrative Assistant

Summary:

Provide a wide array of secretarial and administrative support services for the one or more departmental directors.

Responsibilities:

Participates in departmental and/or interdepartmental quality improvement activities.

Provides secretarial and administrative assistance to the assigned directors and managers as needed.

Answers telephones screens calls takes messages and forwards calls to the appropriate parties or effectively handles calls as appropriate.

Types proofreads and distributes a variety of documents using proper formats grammar usage spelling and punctuation:

correspondence

reports (including graphics and charts)

policies and procedures

forms

minutes

job descriptions

Prepares policies and procedures by typing new and revised policies posting on-line and maintaining manuals and historical files

Demonstrates ability to utilize Microsoft Office Software accurately and efficiently.

Schedules organizes and coordinates departmental inter-departmental meetings.

Attends some of these meetings to confirm arrangements distribute materials and to take and compose minutes of proceedings as needed.

Interacts with others within and outside the hospital to explain division services policies and procedures.

Maintains division records including such confidential information as budget payroll patient and personnel data.

Initiates files updates and purges records as necessary including data entry and storage.

Maintains department statistics as required by the hospital government and accrediting agencies.

Tabulates data and performs some statistical analysis in order to prepare recurring statistical reports.

Assembles and tabulates data for use in preparation of department budgets

Monitors division expense budget reviewing requests for purchases submitted by others against budget allowances; authorizes allowable requests and alerts supervisor to questionable items.

Maintains inventory and orders office and other supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows-up on purchase orders and requests for checks. Meets with vendors to review and/or evaluate new offices supplies or equipment.

Makes travel arrangements as requested to minimize travel associated costs.

Performs/prioritizes work appropriately.

Operates and maintains a variety of office equipment.

Other information:

Qualifications:

High school diploma (or equivalent) and successful completion of a post-secondary secretarial sciences educational program or comparable knowledge and experience. Proficient in the use of Microsoft Office software.

Proficient in the use of a variety of office equipment. Excellent written and verbal communication skills. Excellent organizational and customer services skills. Minimum of three years comparable secretarial experience.

Physical Requirements:

Must be able to sit for 3-7 hours; stand walk twist bend squat and kneel infrequently. Must be able to lift 10-35 lbs with good body mechanics.

Must be able to use both hands and perform work with moderate deviation from neutral wrist position with moderate hand/wrist repetitions. Must be able to perform frequent fine motor skills. Near and far vision must be accurate at 20/20 with moderate color discrimination and accurate depth perception. Must be able to hear whisper at 3 feet.

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.

Location: Newport Hospital USA:RI:Newport

Work Type: Full Time

Shift: Shift 1

Union: Non-Union